Job description

Job Description

The Contract Administrator (CA) works closely to provide project management assistance to the Project Manager (PM) through all phases of a project or multiple projects to ensure efficiency of work product and timely closure. The CA plays a key role to any and all projects to aid the PM with timely turn around and completion of documentation processing, other project requirements and notifications, including other duties as called upon support the PM and project team. The CA must demonstrate an innate understanding of process management and the ability to support and perform necessary tasks within a constantly changing environment in order for project deadlines to be met. The CA must demonstrate a clear ability to communicate effectively and professionally with various groups or individuals including management, subcontractors, suppliers, customers and other key personnel for all involved projects.

Essential Duties / Key Responsibilities

Safety First – The CA supports the PM and Project Supervision through overall safety culture on the project site.

· Supports and adopts project site safety with a high regard and willingness to take safety seriously through assistance to the PM

· Understands and adopts project site and office safety requirements, standards, and procedures

· Ensures coordination and collection of all safety required documentation from orientation to close-out, working closely with the Superintendent

· When asked, helps provide compliance support working with regulatory agencies

· Assists Project team in obtaining required permits and licenses and provides and confirms safety notices are posted

· Provide project specific documentation ensuring compliance for all, which may include certifications for key personnel and other project specific requirements

· Communicate with PM and assist with suppliers and subcontractors to be certain they understand Neeley Construction standards for safety

General Construction Expertise – The CA will demonstrate adequate understanding in the areas below to apply to any assigned project.

· A basic understanding of construction means, methods and terminology associated with projects, including division and specification sections, and contract drawings

· Assist with preparation for bid day, during bid procedures, and closure after bid day

· Gain familiarity of subcontractor/supplier scopes to facilitate efficient processing and delivery of proper documents, notices, etc.

Project Delivery Assistance – The CA will provide administrative assistance in the duties below either through active participation or coordination with others.

· Prioritizing paperwork process and accurately recording project data

· Issuing contracts, submitting RFI’s and Submittals, and other project specific paperwork to subcontractors and suppliers

· Generate and maintain subcontract and purchase agreement, RFI, and Submittal logs

· Ability to assist in organizing of necessary resources, including people, tools, and time to meet tight deadlines and achieve desired results

· Consistent attention to details with the ability to identify discrepancies with project documents, including contracts, insurance, monthly invoices, etc.

· Manage change management process, by updating logs, routing source documents, obtaining pricing, developing change order proposals, writing change orders and other related activities

· Generate and maintain change order logs

· Review subcontractor insurance certificates for compliance with project requirements

· Assist PM and PE in notifying subcontractors and suppliers for project closeout, such as O&M manuals, warranties, lien waivers, intents and affidavits of wages paid, and other project specific requirements

· Assist Office Manager with various tasks including, but limited to filing, contacting customers, requesting and tracking specific project and/or billing requirements

· Assist Superintendents with project specific tasks including document printing, ordering materials, compiling project binders, compliance with state regulations, etc.

· Generate project specific binders for tracking contracts, insurance certificates, change orders, pre-lien notices, etc.

· Process job billing applications, reviewing with PM for final approval before submitting

Qualifications

Soft Skills or Key Attributes (in no priority order and of equal weight)

• Comfortable executing promptly and efficiently in an ambiguous and frequently changing environment
• Excellent task, organization of work and time management skills
• Strong ability to clearly and effectively communicate
• Ability to remain calm, focused and effective under stressful situations
• Able to navigate and work effectively both within a team environment and as an individual contributor
• Self-Motivated

Technical Skills

• Demonstrates proficient analytical/problem solving skills
• Possess adequate mathematical skills, calculate basic billing invoices
• Computer skills including experience with the primary Microsoft Office applications
• Familiarity with project management software or willingness to adopt and utilize as called upon

Education Requirements and Certifications

· High School Diploma Required

· Associates Degree with some emphasis in Business Administration Preferred

Years of Experience

· Minimum of 2 years of Office Administration experience

· Construction Industry experience preferred

Job Type: Full-time

Pay: $40,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Sequim, WA 98382: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administration Assistant: 2 years (Preferred)

Work Location: In person

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